Streamline your procurement process with our Spends Analysis Template. Gain insights, save costs, enhance compliance, and optimize supplier management.
1
Identify all procurement sources
2
Extract relevant procurement data from the system
3
Categorize expenditure into defined categories
4
Organize data in a readable format
5
Analyze data by supplier
6
Evaluate compliance with procurement policies
7
Calculate total expenditure for each category
8
Approval: CFO
9
Compare procurement spend with budgeted amount
10
Calculate potential savings based on identified discrepancies
11
Review contract terms with suppliers
12
Approval: Procurement manager
13
Identify opportunities to consolidate suppliers
14
Create report outlining findings and recommendations
15
Approval: Board of Directors
16
Present findings to relevant stakeholders
17
Develop an action plan based on findings
Identify all procurement sources
This task involves identifying all the possible sources from where procurement can be done. It is important to have a comprehensive list to ensure that all potential sources are considered. The task will help in gathering information and making a well-informed decision on procurement sources.
1
Online marketplaces
2
Wholesalers
3
Direct from manufacturers
4
Retail stores
5
Local suppliers
Extract relevant procurement data from the system
This task involves extracting the relevant procurement data from the system. The data can be in various formats such as spreadsheets, reports, or databases. It is important to ensure that the data extracted is accurate and up-to-date. The task will help in analyzing the procurement spend and making informed decisions for the future.
1
Enterprise resource planning (ERP) system
2
Procurement software
3
Custom-built system
4
Spreadsheets
5
Reports
Categorize expenditure into defined categories
This task involves categorizing the expenditure into defined categories. Categorization helps in analyzing the spend patterns and identifying areas where cost optimization can be done. The task will help in understanding the procurement spend and making data-driven decisions.
1
Office supplies
2
IT equipment
3
Professional services
4
Raw materials
5
Marketing and advertising
Organize data in a readable format
This task involves organizing the procurement data in a readable format. The format can be a spreadsheet, a report, or any other format that facilitates easy analysis. The task will help in visualizing the data and deriving meaningful insights for decision-making.
1
Spreadsheet
2
Report
3
Presentation
4
Dashboard
5
Chart
Analyze data by supplier
This task involves analyzing the procurement data by supplier. Supplier analysis helps in understanding the spend distribution and identifying opportunities for cost reduction or negotiation. The task will help in identifying key suppliers and optimizing the procurement process.
1
Supplier A
2
Supplier B
3
Supplier C
4
Supplier D
5
Supplier E
Evaluate compliance with procurement policies
This task involves evaluating the compliance of procurement activities with the defined procurement policies. It is important to ensure that the procurement process follows the established guidelines and regulations. The task will help in identifying any non-compliance issues and taking corrective actions.
1
Code of conduct
2
Conflict of interest policy
3
Supplier selection criteria
4
Payment terms and conditions
5
Procurement approval hierarchy
Calculate total expenditure for each category
This task involves calculating the total expenditure for each defined category. Total expenditure helps in understanding the spending pattern and identifying areas for potential cost savings. The task will help in analyzing the spend distribution and making informed decisions.
Approval: CFO
Will be submitted for approval:
Calculate total expenditure for each category
Will be submitted
Compare procurement spend with budgeted amount
This task involves comparing the procurement spend with the budgeted amount. Budget comparison helps in identifying any deviations from the planned spending and taking appropriate actions. The task will help in ensuring budget compliance and optimizing the procurement process.
Calculate potential savings based on identified discrepancies
This task involves calculating the potential savings based on the identified discrepancies between budgeted amount and actual spend. Potential savings analysis helps in identifying areas where cost optimization can be done. The task will help in maximizing cost savings and improving the procurement process.
Review contract terms with suppliers
This task involves reviewing the contract terms with suppliers. Contract review helps in ensuring that the terms are favorable and aligned with the organization's procurement objectives. The task will help in identifying any contract amendments or renegotiations required.
1
Supplier A
2
Supplier B
3
Supplier C
4
Supplier D
5
Supplier E
Approval: Procurement manager
Will be submitted for approval:
Review contract terms with suppliers
Will be submitted
Identify opportunities to consolidate suppliers
This task involves identifying opportunities to consolidate suppliers. Supplier consolidation helps in reducing complexity, streamlining the procurement process, and gaining better bargaining power. The task will help in optimizing the supplier base and improving operational efficiency.
1
Consolidate office supplies suppliers
2
Consolidate IT equipment suppliers
3
Consolidate professional services suppliers
4
Consolidate raw materials suppliers
5
Consolidate marketing and advertising suppliers
Create report outlining findings and recommendations
This task involves creating a report that outlines the findings and recommendations from the procurement spend analysis. The report should be comprehensive, concise, and easy to understand. The task will help in communicating the analysis results and proposed actions to the relevant stakeholders.
Approval: Board of Directors
Will be submitted for approval:
Create report outlining findings and recommendations
Will be submitted
Present findings to relevant stakeholders
This task involves presenting the findings from the procurement spend analysis to the relevant stakeholders. Presentation of findings helps in obtaining buy-in, feedback, and support for the proposed actions. The task will help in ensuring effective communication and alignment with the stakeholders.
Develop an action plan based on findings
This task involves developing an action plan based on the findings and recommendations from the procurement spend analysis. The action plan should outline the steps, responsibilities, and timelines for implementing the proposed actions. The task will help in driving the desired changes and achieving the identified cost savings.
